Data Collection and Evaluation
Since FY04, the Department of Elementary and Secondary Education has used an online data "application" system through our security portal to collect student data information about our state-funded Academic Support grant programs with fund codes 596/597, 598/593, 619/592, and 632/625. Application in this sense means a web-based tool that allows districts and other organizations to view and update information about students who are eligible to receive services through state-funded Academic Support grants. While this online application is more user-friendly for most districts, the Department also allows districts the option of downloading a prescribed excel template, completing required data elements and then uploading the revised excel file into the portal. This entire process is designed to make it easier for grantees to submit required information, to have the shared information be secure from outsiders, and to help the Department more efficiently and effectively collect and analyze data. Grantee-specific information can only be viewed and submitted by grantees during identified time windows, as outlined below.
- One Stop Career Center Initiative
- All Other Academic Support Programs
- Narrative Evaluations (and Pathways Data Report) Submission Instructions
- Contact Information
- View All
I. One Stop Career Center Initiative
Since FY06, fund codes 627/626 (The One Stop Career Center Pathways Initiative) also now share data files with the Department through the Drop Box Central application in the security portal. Fiscal Year (FY) 2010 Due Dates for all three types of reports:
- For FC 627 (School Year): January 29, 2010 and July 30, 2010
- For FC 626 (Summer): September 30, 2010
For more details on this initiative, see the FC 627-626 website.
 | 627/626 Collection Codes |
  | 627/626 Security Portal Data Submission Instructions
(NOTE: These are from FY06 but still apply) |
 | 627/626 Excel File Report on Individual Students Served (School Year | Summer) |
| | 627/626 Pathways Activity Data Report (See below * for submission instructions.) |
| 627/626 Pathways Narrative Evaluation (See below * for submission instructions.) |
II. All Other Academic Support Programs
Data Collection Timeline
for Fund Codes 596/597, 598/593, 619/592, and 632/625
School Year 2009-2010
(FY 10) |
FY10 Data Submission Instructions (School Year & Summer)
DUE DATE: July 30, 2010
for Fund Codes: 596, 598, 632, and 619
For participating 11th and 12th grade students and post-12th graders, the number of hours served must be entered according to the session in which a student was served, based on the MCAS retest and corresponding months preceding it. For example, if a student was served in preparation for the November retest, his/her hours should be entered under the fall session.
For participating 9th/10th grade students (and 8th for FC 619 and 632): The number of hours served must be entered by the corresponding months the student participated [e.g., A 10th grade student served Sept - May in preparation for their spring 10th grade MCAS should have hours divided into three time frames and the corresponding amounts should entered in the fall, winter, and spring sessions, respectively].
FALL (F) = Sept. - Nov. '09
WINTER (W) = Dec. '09 - March '10
SPRING (S) = April - June '10
Narrative Evaluations* are also due for FC 596 , 598 , and 632 .
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| Summer 2010 |
FY10 Data Submission Instructions (School Year & Summer)
DUE DATE: Sept. 30, 2010
for Fund Codes: 597, 593, 625, 625-B and 592
SUMMER 2010 = July - Aug. '10
Narrative Evaluations* are also due for FC 597 , 593 , 625 , and FC 619/592 (to be posted later in 2010).
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*III Narrative Evaluations (and Pathways Data Report) Submission Instructions:
In addition to submitting the end of program individual student data via the security portal, please be sure to complete the evaluation narrative. Save it as "FundCode_FY_Eval_4 digit ESE Code for District/Org. (if known)_District/OrganizationName" (e.g. "632_FY10_Eval_010_Arlington") and send it via email to AcSupport@doe.mass.edu or upload it to your drop box in the security portal. For Pathways Data Reports (FC 627/626) just replace the "Eval" with "DataRpt" in the document name. (Note: Please do not mail a hard copy of these documents unless necessary. If you have hard copy attachments that you would like to include (news clippings, etc.), please make a note of them in your narrative evaluation and mail to: Allison (Ward) Smith, Student Support Data Specialist, Massachusetts Department of Elementary and Secondary Education; 75 Pleasant Street; Malden, MA 02148.)
IV. Contact Information
For Academic Support Data Assistance contact Allison (Ward) Smith, Data Specialist, via email: ACSupport@doe.mass.edu or phone: 781-338-3232
last updated: September 23, 2009
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